Hello, hello!
Welcome back!
If you remember, early on in this training I told you that we were going to skip some of the settings in the workflow builder.
{SHOW THE SETTINGS}
I mentioned that we would come back to these later. Well... We're here now!
Let's cover these.
In this video, I'm going to finish off the workflow builder tour by showing you what the settings at the top of the screen do.
Let's dive right in!
Settings
Allow re-entry: This setting allows contacts to go through the same workflow multiple times. An example for why you would want this turned on would be if you created an automation for appointment reminders. If people book multiple appointments, you want that contact to be able to receive the appointment reminders every single time. On the other hand, you might want to turn off "allow re-entry" off if you don't want people to go through the automation multiple times. For example, let's say you created an automation that sends people a welcome email when they fill out a form. If you don't want the contacts to keep receiving the welcome if they fill out the form multiple times, you would turn off "Allow re-entry". Just a heads up: this setting is always turned on by default. If you don't want people to have the ability to go through the workflow multiple times, you need to remember to come here to this settings and turn off "Allow re-entry."
Stop on response: If you don't want people to keep receiving automated messages if they reply to one of your automated messages in this workflow this is the feature you would use. For example, let's say you have an automation that messages people every day asking them if they would be interested in signing up for a special promotion. However, if they respond to any of the messages, you want the automation to stop sending them messages. This is the feature you would need to turn on. I want to warn you, though, to be careful when using this feature. By stopping an automation that follows up with people, it might cause you to have people falling through the cracks because of lack of follow-up, which can cause you to lose money. Use this wisely.
Time zone: This would only apply to you if you had a business where you had contacts in different time zones. Because you're a local business, that's not the case, so you can skip over this one.
Time window: If you want to prevent your automation from firing during certain times of the day, or certain days of the week, this feature is one of the ways you can do that. For example, you can use this feature to prevent the automation from firing on Saturdays and Sundays. Another example of using this feature would be that you want your automation to only fire from 9am - 7pm. Be careful because this feature can cause glitches. For example, we have a client who used this feature to prevent the appointment reminders that says "Hey, see you tomorrow!" to go out on Saturday for the class that was happening Sunday. The problem is that the message would send on Sunday. So the message would read "Hey, see you tomorrow" on the day of the class. The studio owner had to stop using this feature because of that. So, just a heads up that this can cause glitches.
Sender details: This feature is helpful if you have a lot of emails in your workflow. Instead of having to type in where you want your emails to be sent from, and typing your "from" name every single time you can just type it once here, and it will apply it to every email that you have inside this workflow. {SHOW EXAMPLE OF THIS}
Mark as read: This feature will mark every conversation that it interacts with as "Read" in the conversation screen. For example, if the automation sends a person a text message, it will mark that conversation as "Read". I don't recommend turning on this feature.
Now let's cover the next setting called "Enrollment History"
Enrollment History
This one is self-explanatory. By clicking on the "enrollment history" you will be able to see a list of contacts have gone through this workflow. For example, if you're wondering if a specific contact went through the workflow, you can check that here.
Now, let's go to "Execution logs"
Execution Logs
This one is more complicated to explain, so stick with me for 30 seconds. The purpose of this feature is to help you troubleshoot any errors with the automation. For example, imagine that you created a workflow that sends a contact 5 messages. However, when you look at the contact, you see that they only received 4 messages, and they never received the 5th message. The first place we would come to look and see what went wrong is the execution log here in the workflow. This execution log will let us know all of the steps that a particular contact completed inside this workflow, and if anything went wrong. If you consider yourself to not be super tech-savvy, you'll never go in here, so don't worry if this didn't make much sense.
Test Workflow
This is a button that allows you to add a contact into the workflow for testing purposes. As a side note, I don't typically test workflows using that button. Instead, to test workflows, I create a fake contact, and I add them manually to the workflow I want to test.
Draft / Publish
This setting turns your workflow on or off. If you created a workflow that you no longer want to use, instead of deleting it, you can turn it off. This way, you can always turn it back on if you ever want to use the workflow later. Another important note on this is that whenever you create a new automation, you always need to remember to turn the automation on, otherwise the automation won't work.
That is it! Those are all the workflow settings that we had not covered in the previous videos.
Again, be very careful when changing these settings because it can cause the system to glitch. Also, because these settings are hidden, it's sometimes difficult to know that these settings are the ones causing the issues.
With that said, this concludes the StudioHub workflow builder tour.
In the next section of this training, I'm going to walk you through creating a few different automations from scratch, so that you can see what that process looks like. Then, in the section after we'll dive into the StudioHub automations that are in your account, and we'll cover how they work, in case you're curious, and want to understand how they work, so that you can adjust them.
There's a lot of information left to cover! I'll see you in the next video!